How to Set Up an Appointment Campaign

For information about managing an existing campaign, click here

Appointment campaign steps/requirements:

Staff availability:

• Staff (advisers, counselors, etc) who will be meeting with students must have availability set up before beginning the campaign setup process. 
  • You can set up availability specifically for campaigns, which will be visible/available ONLY to students who are signing up for an appointment via a campaign invite link
  • You have the option to use existing appointment availability instead of separate campaign availability if it matches ALL of the following criteria: Dates, Times, Service/Reason, Care Unit and Location. If students schedule appointments using non-campaign availability, you will need to use the Eligible Appointments function to include these appointments in your campaign statistics and/or reporting

Specific fields required for campaign setup:

• Campaign Name
  • This should be descriptive enough to allow you to find the campaign later, and include the term, department name, and topic/reason for the campaign.
• Instructions/notes for Landing Page
  • This field shows instructions for the campaign the student sees when they open the Appointment Campaign notification. Make this text short and descriptive.
• Campaign start/end dates
  • The date range that you want students make campaign appointments for.
• Appointment Length
  • This may be different than the default length for your department/location, and starts at 5 minute.
• Slots per time
  • Appointments can be individual or group. By adding more than one "slot per time", you can have a group appointment.
• Appointment Limit
  • How many appointments you want students to schedule during the campaign.
• Reason for the campaign 
  • Each campaign is associated with a single service.
• Location
  • Each campaign is associated with a single location/department.
• Include Appointment Availabilities?
  • This allows students to schedule appointments at times that are available for regular appointments, not just campaign appointments.
• Subject, message, and send date for outgoing message(s)/nudge(s)
  • Each nudge is an email sent to your campaign list. You can schedule multiple nudges to be sent throughout the campaign.
• Subject, text of success message (optional)
  • There is no send date for the success message this only sends after the student schedules an appointment. You may also use merge tags when writing your success message.
• Send appointment reminders?
  • By default, an mail reminder will be sent the night before the appointment. SMS/text will be an option for students who have opted in via MyUCSC and will be sent one hour prior to the scheduled appointment time.

Other Requirements:

• The campaign invitations will appear to come from the person who creates the campaign. 
• Staff/advisers must set up appointment and/or campaign availability for the specified location prior to campaign setup
• If multiple advisers have compatible availability set up in the system, confirm which are to be assigned to this campaign
• List of students or criteria to search for applicable students (you can also use a Student List)
• Ensure that your scheduled campaign does not overlap with other similar campaigns across campus (check the Slug Success Campaigns calendar for conflicts), and add your campaign’s dates before sending your campaign invites to students

  

1.To begin, click Campaigns in the left menu bar then click Add New under Appointment Campaigns.

 

 

2. Define your campaign on the screen that opens:

• Campaign Name: Campaign Name is visible to the person creating the campaign and any other users who have access to view campaigns, but not visible to the student. Make sure that you include enough information in the Campaign Name to identify it later.
  • Ensure Campaign Names include the most important info (the academic term is key!). Some format examples are:
    • Term, Population, Purpose
    • Term, Population, College, Purpose
    • Term, College, Purpose, Last name of user who created the campaign
    • Examples include: “Fall '20 Frosh Reg Campaign”, or “2202 Bio Major Decl, J. Smith”
  • Instructions/Notes for Landing Page: This field shows instructions for the campaign the student sees when they open the Appointment Campaign notification. Make this text short and descriptive.
  • Care Unit: Select the Care Unit the Appointment Campaign will be associated with
  • Location: Select the location (department) associated with the appointment(s)
  • Service: Select the Student Service that will be associated with the campaign
  • Begin and End Date:These are the dates that you want students to start and stop making appointments for the campaign
  • Appointment Limit: This will determine how many appointments you wish for the student to schedule during the campaign
  • Appointment Length:This is where you define exactly how long the appointment will be. Durations begin at a 5 minute length and will be determined by your configuration. Appointment times may be different than your location's default length for standard appointments
  • Slots per Time: Appointments can be individual or group. By adding more than one "slot per time", you can have a group appointment. 
  • Allow Scheduling Over Courses: If checked, this box lets students schedule over course conflicts. Course conflicts refers to time slots where either the potential organizer or the student have conflicts due to either instructions or enrollments.
  • Staff Reminders: These checkboxes select what kinds of Appointment Campaign notifications the staff attached to the campaign will receive.
  • Recipient Reminders: These checkboxes select what kinds of Appointment Campaign notifications the campaign recipients will receive. 

 

3. Identify the students you want to add to the campaign. If you created this campaign directly from a Student List or Saved Search, you will be asked to review your students. If not, the Advanced Search screen will open.

You have several ways to search for and select your students. You can add all students assigned to you to a campaign using the Invite All My Assigned Students option. The other option is an Advanced Search. Use Advanced Search filters to find and select students.

After starting the search, you are presented with a list of students. Select the students you wish to add and then choose Add Selected Users and Search for More from the actions menu.

You can remove students from the campaign if needed. For example, if you met with one of the students already and don't need them to come in during the campaign period, they can be removed.

Once finished, click Continue to move to the next page.  You are asked to review the students in the campaign. If these are correct, click Continue.

 

4. Select the staff who will be part of the campaign:

 

You will need to select yourself as staff for the campaign. You may also have the option to select additional staff to make them available for appointments based on the campaign.

NOTE: Staff will need to have availability defined before they can be added to an appointment campaign. If you do not see staff you expected to have availability, make sure their calendars and availability are up-to-date.

You can check the box to "Include Appointment Availabilities" to show available staff whose availability matches the parameters of the campaign. This section will default to search for campaign availabilities first.

Students will be able to schedule with any staff who are included in the campaign, even if they are not one of that student's assigned advisers.

 

5. Add nudges and optionally, a Success Message:

Nudges replace the Compose a Message functionality and allows for more communication from your department to students during an Appointment Campaign.  Each nudge is an email sent to your campaign list. You can customize the message sent to the student; however, the link and link text will always be the URL and text set in the first step of the Appointment Campaign.

Nudge emails are sent the morning of the date chosen when you create the nudge. As with any email, some may be slightly delayed.

To create a nudge, define your campaign and create your list of students for the Appointment Campaign. The Nudges page opens.

Click Add Nudge to create your first nudge. You must create at least one nudge per campaign; however, you can create more. There are no limits on how many nudges you can send.

Warning! Do not remove the schedule link from the email body.

Enter a subject line and customize the message. The available Merge Tags are listed under the Message text box. You can see a preview of the message in a panel right of the composition panel. You can also attach a file to this message.

Fields used in the message composition are:

Email Subject:  The subject of the nudge email going to the student.

Message: The customized email message going to the student. Merge tags are available for this message and are shown beneath the message field.

Send Date: The date the email nudge is sent. The nudge with the earliest date will essentially start your campaign.

After creating a nudge, click Save Nudge to continue. You may continue creating nudges after this.

You can also create a Success Message on the Nudges step of an Appointment Campaign. This is an email sent the day after the recipient schedules all appointments for the campaign. It is for communication purposes only. Click Add Success Message to start creating a Success Message.

The Add Success Message page is like the Add Nudge page; however, there is no Send Date because the Success Message only sends after the student schedules an appointment. You may also use merge tags when writing your Success Message.

After you have finished composing your message, it's time to send out your campaign!

Confirm and Send

Review your campaign details, invitees, and advisors on this page.

Click Send when you are ready to email the invites to the selected students.

Campaign Invitation emails will appear in the students’ inboxes, coming from the name of the person who initiated the campaign.

 

 

Managing an Appointment Campaign

The Slug Success platform gives you tools to manage your Appointment Campaign once it has been created and sent. To find these tools, go to the Campaigns icon and then click Appointment Campaigns. There, you see three at-a-glance statistics for an active campaign, explained below:

• Appointments Scheduled: Percentage of appointments scheduled from list of invitees.

• Appointments Attended: Calculated by taking the ratio of the number of unique attendance records of who attend the appointment made using the invitation ID or count of kiosk visits associated with the users divided by the total number of Appointment Invitations in the campaign.

• Summaries Created: Of the scheduled appointments, the percentage of Appointment Summaries filed.

Note. Unique Attendance means the attended checkbox was selected in the Appointment Summary. A group appointment only counts as one attendance.

For even more details, select an Appointment Campaign by selecting its name. The Appointment Campaigns page lets you edit or delete the campaign or export the student list. It shows key metrics about the campaign and the settings for the campaign. You also get more information about the campaign on the four tabs.

The Appointments Scheduled tab lets you see which specific students made appointments. You can open a student’s profile by selecting their name, or choose Send a Message, Add Note, and/or Add Tag for the students you select from the list in the Actions menu.

The Appointments Not Yet Scheduled tab shows the specific students who have not yet made an appointment. Like the Appointments Scheduled tab, you can send students messages, add notes, or add tags. You can also resend the campaign email to these students.

The Summaries Created tab lists any Appointment Summary Reports from the campaign. You can view the report or delete it here.

The Eligible Appointments tab lets you associate appointments that should be counted toward the campaign, but were scheduled without using the campaign link. To do this, open the tab. Select the appointment you want to associate with the campaign. Choose Associate Appointments from the Actions menu. The appointment is then associated with the campaign.

Important. Appointments are only eligible if they have the exact same Location and Service as the Appointment Campaign. The student must also be on the campaign list.